Coursework Scholarships, Bursaries and Grants Policy

Policy Student Services Coursework Scholarships, Bursaries and Grants Policy

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Intent

This policy provides the framework for the establishment and administration of James Cook University coursework scholarships, bursaries and grants.

Scope

This policy applies to all JCU scholarships, bursaries and grants, other than scholarships for Higher Degree by Research students.

Definitions

Scholarship Program – a suite of scholarships, bursaries and grants offered by the University.

Scholarship – an award of money or benefits to the value of generally $5,000 or more, provided to a student for support while undertaking a course of study at the University.

Bursary - an award of money or benefits to the value of generally $1,000 or more, but less than $5,000, provided to a student for support while undertaking a course of study at the University.

Grant - an award of money or benefits to the value of generally less than $1,000, provided to a student for support while undertaking a course of study at the University.

Industry Administered Scholarships – Scholarships which are funded and administered by an external organisation but are awarded specifically to students of JCU.   These are included as a Scholarship within the JCU Scholarship Program.

Owning Unit – The work area identified in the Guidelines/procedures for Owning Units and Selection Committees as the ‘owner’ of specific scholarships, bursaries or grants.  Responsibilities are allocated to the owning unit and include the selection process.

Scholarship, Bursary or Grant Rules – The document which is formally approved in order to establish an award and which prescribes the terms and conditions of the award.

Policy and Procedures

1. General Principles

1.1 The establishment of scholarships, bursaries or grants will be consistent with the strategic intent of the University.

1.2 The management and administration of scholarships, bursaries and grants will be consistent across the University, with transparent and equitable selection processes.

2. Establishment

2.1 The Scholarship program will be funded from a variety of sources including the University, the Commonwealth Government and external donors  In this policy, the term donor is used to cover a person or entity that provides either a donation or sponsorship to the University..

2.2 External donors may be acknowledged through naming of the scholarship, bursary or grant or other means as determined by the Chair of Academic Board.

2.3 Initiation of contact with potential external donors is normally the responsibility of the Engagement Office.  A JCU staff member wishing to pursue an external donation/sponsorship is to liaise with the Engagement Office prior to any contact.

2.4 A Scholarship Establishment form for each scholarship; bursary or grant will be completed and endorsed by the following staff prior to approval of the award:

  1. Associate Director, Engagement;

  2. Team Leader, Scholarships Office;

  3. Director, Student Services;

  4. Head of the Owning Unit; and

  5. The Relevant Deputy Vice Chancellor or Deputy Vice Chancellor.

This form will include all necessary information to determine the Scholarship, Bursary or Grant Rules, including the eligibility and selection process, administration, and funding associated with the scholarship, bursary or grant.

2.5 Approval of the Scholarship, Bursary or Grant Rules rests with the Chair, Academic Board.

2.6 The University, at its discretion, may decide to terminate named scholarships, bursaries or prizes if the name attached to the award is no longer held in high regard within the community or the fund becomes no longer viable. In some circumstances these funds may be returned to the donor.

3. Management

3.1 The Guidelines/Procedures for Owning Units and Selection Committees sets out the responsibilities of each work unit in regards to the ongoing management of a Scholarship, bursary or grant.

3.2 The Scholarships Office, Student Services, will administer, in accordance with the Guidelines/Procedures for Owning Units and Selection Committees, the scholarships, bursaries and grants included in the Scholarship Program.

3.3 The Engagement Office is responsible for coordinating the relationship between the University and the donor.

4.  Selection Process

4.1 The Owning Unit will be responsible for coordinating the selection of recipients.

4.2 A Selection Committee will be convened by the Owning Unit to determine the successful list of applicants to be offered a scholarship, bursary or grant. The Committee will comprise the members identified in the Scholarship, Bursary or Grant Rules.  The Committee shall determine the methodology for ranking applications.

4.3 A student will not receive a scholarship, bursary or grant unless the University is satisfied that the student meets or, by the first census date of the scholarship period, will meet the eligibility criteria as set out in the model requirements.

5. Appeal Process

5.1 Students wishing to lodge an appeal against any decision made pursuant to this policy may do so under the JCU Student Complaints Management Policy.

6.  Reporting

6.1 The Scholarships Office will report to Academic Board annually on the overall performance of the Scholarship Program.

7. Special Circumstances

Where this policy does not adequately encompass a particular circumstance, the University may consider special cases. Applications for special consideration must be in writing and directed to the Scholarships Office.   Authority for approval of special circumstances rests with the Deputy Vice Chancellor, Academic.

Related documents, legislation or JCU Statutes

Scholarship, Bursary or Grant Rules Template

Guidelines/Procedures for Owning Units and Selection Committees

Scholarship, Bursary or Grant Establishment Form

Naming of Professorial Chairs, Faculties, Scholarships and Prizes Policy

Scholarships for Research Masters and Doctoral Students Policy

Administration

Approval Details

Policy Sponsor:

Deputy Vice Chancellor, Academic

Approval Authority:

Academic Board

Date for next review:

30/06/2017

Revision History

Version

Approval date

Implementation date

Details

Author

16-1

22/08/201623/08/2016

Minor amendments to align with Council approved Academic and Student Delegations Register

Associate Director, Enrolment and Client Services

15-1

22/06/2015

 

Policy sponsor and approval authority amended to reflect approved policy framework.

Quality, Standards and Policy

14-1

22/05/2014

 

Roles amended to reflect organisation re-structure

Policy Officer

12-1

05/07/2012

 

Policy established. Approved at Academic Board

 

Keywords:

Scholarship, grant, prize, bursary